Managing real estate listings involves many different moving pieces. For all real estate processes to be successful, you’re best off having a centralized and streamlined way to manage it all. Use this guide to help you set up a manageable and working Real Estate Listings Manager with monday.com! 😊
What is a Real Estate Listings Manager?
A Real Estate Listings Manager is a list of all the currently available properties that are on the market, either to be rented or bought, for any given real estate firm or agent. This is usually managed by the real estate broker and allows the future tenants or homeowners the ability to see what properties are available out there.
Why is a Real Estate Listings Manager important?
Real estate agents and brokers need to manage and maintain a streamlined process when it comes to listing their available properties and keeping track of their closed deals. Some might be working with future buyers and tenants as well as current homeowners trying to rent or sell their properties. With many different stakeholders in the picture, it requires smooth collaboration to keep everyone updated, and aligned.
Step 1 - Set up your listings board
Our board allows us to present all information in one collaborative space. For the purpose of our use case, our real estate firm rents out and sells properties. Additionally, we have multiple agents who are assigned to different properties. Each agent will receive a commission on every deal they close and they will use this board to update the status of each of their properties.
We’ve categorized our board into groups that represent different phases in the process—current properties in the market, recently closed deals, and those that are no longer relevant. Columns showcase the finer details, allowing you to easily monitor the data of all your properties.
Step 2 - Display information from other boards
In addition to our Listings Manager board, we’ve created a second board that contains all of the details of our Real Estate agents. We’re going to reflect some of those details onto our Real Estate Listings Manager so we can have all the necessary information in one place. With the help of the
Connect boards column, we can link any relevant board that provides more context to the Listings Manager. We can further enhance our board, with the Mirror column, to reflect certain pieces of information from the Contact board directly onto our Listings Manager. Pretty cool, right?
Agents Contact board
In our case, we’ve linked the Listings Manager board with our Agent database board and mirrored the agent’s phone number.
Step 3 - Gather all documentation in one place & annotate easily
Real estate listings require file sharing for photos of the properties or contracts and these need to be kept organized and in context, to be shared externally with clients.
The file column is perfect for this. Simply upload any relevant documents or files and make sure that everything is easily accessible, organized, and clutter-free! No more rummaging through long email threads, and spending hours searching for the correct files.
Check out the File View to see all files uploaded to the board.
You can also take advantage of the Annotation feature to make suggestions and comments and communicate with your colleagues on your files uploaded to the board.
Step 4 - Delegate and assign properties smartly
As a manager of a team or Real Estate firm, it’s important to ensure that your agents are not under or over assigned and that the distribution of properties fits your teams’ goals.
That’s been made easier than ever with the help of the Workload View, which allows you to track, monitor, and manage your precious resources efficiently (ie. your properties and agents).
Below, you can see that between May 20-26th, Noy was assigned to too many properties (red indication), prompting us to reorganize and reassign if needed.
Another useful way to assign your agents is based on their specific regions or areas of preference.
The Board to Globe View will help you plot where each of your properties is on an interactive 3D map or globe, allowing you to see at a glance where you have active properties, and easily assign your agents to them.
Step 5 - Power up your workflow with automations!
Automations are an effective way to save you time by automating certain steps in the process, ensuring you and your colleagues can focus on the big stuff.
Some useful automations that you can add to this workflow are:
- When status changes to "Signed", move the property to the "Done" group. This will ensure that my property management board stays up-to-date, clutter-free, and tidy at all times.
- When the status changes to "Offer Made", notify the manager. This is important because it will keep management in the loop of where each property stands, and save each agent the hassle of writing time-consuming emails, and making phone calls to update all relevant stakeholders.
- When the property moves to the "Closed" group, notify the agent responsible after some time- in our case, 300 days. This is a useful reminder that will allow your agents to each be reminded automatically when the closed properties are two months before the end of their year-long contract. This will allow them to check back in with current tenants and/ or property owners to start looking for new tenants if necessary. Having this automation ensures that things run smoothly and efficiently, at all times.
To learn more about other automations that could boost your workflow, check this out.
Step 6 - Streamline your external communication with integrations!
Above, we showed how you’re able to manage all your properties in a simple and manageable manner. Now, let’s take a look at how you can use this board to communicate smoothly with external parties, such as potential clients.
You can easily connect your email to your monday account and streamline processes saving time and inevitable human error. The Gmail integration will allow you to send out automatic emails to potential clients once the contract is ready or after review, or send out emails to inform potential clients once a property is no longer relevant. You can also make sure that emails from clients are added directly to your board so you can follow all correspondence in one place!
Check out some useful integrations we’ve added to our workflow:
- Make sure to swiftly inform clients when a contract has been added, so that they can review it. Timing is everything.
- Gather all client correspondence smoothly by adding the email content to the update section on your board.
If texts are more your thing, you can set up a quick and easy integration with your monday.com board to ensure that you and potential clients are kept up-to-date through texts.
As with the email integration, you can ensure that clients are informed with a simple text when contracts have been uploaded, reviewed, or rejected when deals are closed or properties are no longer relevant. Keeping things consolidated and simple💪.
Step 7 - Drill down for a more focused view
Once you have a lot of different pieces of information on your boards, you can always gain a narrowed-down view using the board filters.
Here, you can filter out all the properties based on relevant criteria. For example, we're filtering out all the properties being sold, so we can focus on those being rented. We can also use the advanced multi-filter to see those currently in the negotiation phase, see only those belonging to specific agents, or both!
Step 8 - Gain insights and make data-driven decisions!
Dashboards are a great way to stay on top of everything high level, from the number of properties rented out in a specific month, sales made, which agents are pulling in the highest commissions, and to see where everything stands at a glance. While the boards help with day-to-day management, dashboards are powerful tools for overviews.
On our Real Estate dashboard, we’ve added the following widgets to provide us with exactly the takeaways that we need as managers.
There you have it! Everything you need to know to get your Real Estate Listings Manager up and running on monday.com!
If you have any questions, please reach out to our team by using our contact form. We're available 24/7 and happy to help!